New Search
Contract & IGA Check List <br />s of contract/amendment <br />u <br />This pink sheet should be at the fr ont of each contract/amendment to show psai <br />u, <br />Contract or Amendment # l (Use a new checklist form for each contract & amend ment) <br />Contract Type: O IGA O Prof/Personal Services ❑ Trade Service ❑ STA/STB/STC O Revenue Xot er <br />Contract Manager/Project Manager's Name: <br />1. Contract Manager works with Finance for 0. RFB, ❑ RFP,.0 RFQ (contracts >$5,000) <br />. 2. Determines funding: ❑ Capital Project GJN Acct Code: <br />❑ Revenue ❑ Operating Funds: Acct Code: <br />Contract Administrator's. Name: Kris. Aanderud <br />3, Issue contract number w/ name & description. 0 Set up contract file with label: ❑ Set up electronic fit e.' <br />4. Record contract/amendment # (A1, A2) on spreadsheet (1Finance&AdminICO)R4C7SContractsiContracts by ear.zls) ` <br />5. Add contract to contract tracking system & record routing f6f the following transactions (ceonlitwcontra ti ackingd. <br />6. Work with project manager to create contract using CONRAX program (C: (Documents and SettingsUll U erslStart <br />ilMenuWrogramslCorporate ApplicationslCONRAA9 (2 originals Lane County, 3 copies) or set up contract u ing <br />vendor's proposal. <br />Review draft contract for insurance requirements, funding source, dates, etc. <br />8. Email completed contract to Project Manager for review, noting specifics or unusual issues. . <br />g, After review by Project Manager, prepare & attach transmittal letter (LOT) w/ insurance requireme ts; add <br />"sign here" stickers to contract & forward all copies to Contractor for signature.'(1CdocslContractslForm 1) <br />10. U on return of originals from contractor prepares contract routing form (1CdocslContracts1Formsl) . <br />• ❑ GREEN for capital. Make 2 copies: 1 w/ contract to CRO;.1 POS/P. file <br />YELLOW for operating, <br />. l <br />Cover memo REQUIRED for all POS.contracts & all contracts for Kurt or Dennis's signature. <br />1 <br />1.1. dd.routing slip Y(yellow'/a slip) ~yitl notation as to who needs to initial/sign. <br />Vr j ct Manager (Initials), O ivision Manager (Initials or ignature) i <br />12. Place in red plastic numbered/signature file record on spreadsheet. 14 (finance&AdMWCONT CTSIRed <br />Numbered Folders.xls), t• <br />13. When file' received back, forward as required (without red folder) - first to Karen Loy, PW-Admin <br />Xif contract involves capital $ with GJN, see back page for routing instructions. <br />contract is >$25,000 or an IGA, forward to Public Works Director for signature, or <br />" ❑ if contract is >$I 00,000 or an IGA, forward to PW Director for initials & PWA forwards to <br />'0 City Manager's Office for signature. Record date of transmitt'Hn Contract Tracking System: <br />14. "Print" a copy of ❑ contract ❑ signed contract ❑ amendment ❑ RF ❑ LOT in pdf format & place, in ontract <br />folder. 6edocslContracts0007-# ' <br />INSURANCE: <br />15. Review insurance requirements w/ Contract Manager. Modifcations require HRRS pre-approval. <br />16: Request insurance information from Contractor: <br />17. i can insurance certificate(s) & email' certificate(s) and contract to Cathy Joseph, HRRS for approval <br />18. Record insurance expiration dates in Contract Tracking system. (ceonlinelcontracttracking) <br />19. Other follow-up: <br />DI T I : (When contract is signed by both parties) I <br />B TION <br />20. Contract Administrator: ❑ Scan signed contract with routing sheet (.pdf). File originals and note elec ronic• <br />folder location. Include on top of contract this flow chart/checklist along with a financial spreadsheet . <br />21. o~ . Contract-Manager: Email note the contract has been fully executed and location of files, including co t act. pdf <br />.22, Contractor: Mail one original contract with letter of transmittal (Lane County gets two copies) <br />23. Sr. Office Supervisor: Review and authorization (prepare envelop for Purchasing/CRO or PW Admi RO) <br />0 For operating contracts (yellow sheets), mark "Purchasing" and "CRO" on bottom`ofrouting sheet send: <br />w/' original contract in the pony. Purchasing will process PO's & forward the contract to the CRO. <br />❑ For capital projects (green), mark & send to PWA.- (See separate checklist for project processing d tails.) <br />*See separate form for CAPITAL PROJECT processing instructions, (GJN's) <br />*PWA handles both capital $ and some grant *PVRATOS Financial Analyst handles operating some capital $ & so a grants. <br />i~ <br />. ~ 9)9/2006 <br />ContractProcessChecklist.doc <br />